Program Coordinator

Washington DC
Jan 25, 2019
Mar 18, 2019
Full Time

The Program Coordinator is responsible for supporting significant aspects of the day-to-day program activities in Theater Education, including Kennedy Center Theater for Young Audiences (KCTYA) commissions, productions, presentations, Kennedy Center American College Theater Festival (KCACTF) regional and national festivals, and summer intensives, as well as overseeing the production management of the national touring program. Support may consist of company management, calendar management, advancing the technical needs and communications of the national tour, the drafting and processing of venue contracts for tour, the drafting and processing of actor contracts and payroll for in-house productions, processing financial paperwork for the department, and serving as the production contact for the biennial New Visions/New Voices festival and the KCACTF National Festival. The position also focuses on marketing, customer service, and other logistics related to the KCTYA on Tour program, as well as literary management, archiving, and liaising with other departments across Education and the Center.

Duties and Responsibilities:

30% Administrative Support: Specific day-to-day office functions include: coordinating advertising approvals, sponsorships, and memberships with outside organization; act as archivist for Theater Education (organizing and maintaining financial records, press materials, scripts, and photo library); manage office up-keep with Theater Education Program Assistant; submit setup request forms for production equipment; draft and execute contracts and riders (Actors Equity Association), under guidance of Producer of Theater for Young Audiences; Finance - Process weekly Actors' Equity Association payroll and benefits, expense reimbursements, production advances, advance settlements, and Citibank credit card statements.

30% KCTYA on Tour: in association with the Producer, Theater for Young Audiences, execute all booking contracts for each tour venue; track all venue contracts and payments; serve as main point of contact for tour venues across the country on press inquiries, company ticket requests, promotional materials, Playbill program information, approvals on press and marketing materials, digital resources, and more); assist external booking agent to manage tour marketing efforts; serve as primary contact for tour personnel on venue-related logistical concerns and secondary contact for company management issues (Tour hotels notes). Assists production manager in advancing and all production related aspects of KCTYA on Tour.

25% In-House KCTYA Productions, Presentations, Festivals, and KCACTF Summer Intensives: support Assistant Manager of Theater Education on company manager tasks for in-house productions; rehearsal preparation (scripts, calendars, forms, guest artist passes); assist with company management (hospitality, houseboard, Playbill, Cuesheets) and process all company ticket requests; opening night celebration (gifts, cards, cake); coordinate Production set ups and materials for all KCTYA, KCACTF, and Theater Education festivals and non-performance events; represent KCTYA/KCACTF to school and public audiences as needed; oversees the Artist communication and support for KCTYA- helping to book artist travel and accommodations for productions, presentations, festivals, and conferences; manages archival and promo video shoots under guidance of Assistant Manager of Theater Education.

15% Season Planning/Production Management/Calendar Management: create and manage the Theater Education season calendar; enter and manage space and rehearsal room requests/holds in ArtsVision; liaise with House Managers, Security, Facilities, and other Kennedy Center offices for festivals and non-performance events; coordinates calendar with overall Education Division performances and events in conjunction with Programs and Productions Assistant


A Bachelor's degree in the performing arts, arts management, or other related field, or equivalent professional experience. Three years minimum experience in performing arts administration or production coordination; a background in theater education or performances for young audiences is helpful.

Minimum Skills and/or Knowledge Required

Resourcefulness, excellent problem-solving skills, ability to prioritize multiple tasks, attention to detail, and the ability to work within a team structure are essential. Strong managerial and administrative abilities. Excellent customer service and interpersonal skills; comfortable working with artists, patrons, and other staff members. Excellent oral and written communication skills. Must possess a motivated and team-player work ethic and an ability to build trust and confidence.

An affinity for organization is a must for the position. Needs the ability to problem-solve and multi-task in a fast-paced environment and is responsible for supporting effective and efficient systems, processes and communication. Computer literacy, including experience with Microsoft Word, Excel and Access in a PC environment.

Physical Demands

While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 25 pounds.

Work Environment

The noise level in the work environment is moderate.

Travel up to 2% may be required.

The John F. Kennedy Center for the Performing Arts is a world premier performing arts organization and our nation's cultural center. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion. We offer a comprehensive range of benefits including medical, dental and vision insurance, paid vacation and sick leave, and a 403(b) retirement plan.

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